The Form I-9, Employment Eligibility Verification (I-9) must be completed each time someone is hired to perform labor or services in the United States in return for wages or other remuneration.
Any individual responsible for completion of the employer portion of this form should be familiar with the I-9 process and is responsible for ensuring the form is completed prior to, or no later than, the employee's first work day.
The College of William and Mary processes the Employment Eligibility Verification Form I-9 through an electronic verification system. If you do not have access to the Employer web site for online processing of I-9 forms, please contact your Employment Specialist.
Information regarding the I-9 form and process is provided in the step by step Guide to Completing the Electronic Form I-9 (pdf) rev 12/2013 and an overview of the process is provided in Completing Form I-9 Overview (ppsx). If you need a refresher on completing the I-9, please view the narrated video of Completing Form I-9 Overview which will take approximately 20 minutes. In addition, New Hire Instructions to Access Online I-9 Site (pdf) are available to be provided to newly hired employees for assistance on completing their portion of the I-9.
Deadlines for Completion of the I-9
Federal law requires the employee to complete Section 1 of the I-9 no later than the first day of work. The employee has to present original documents to prove identity and authorization to work in the United States. If the prospective employee does not bring documents needed to complete the I-9 verification process by the first day of work, the person cannot begin work and cannot be put on payroll.
A designated representative of the College must view the documents and complete Section 2 of the I-9 prior to or no later than the employee's the first day of work. There are no exceptions to this policy and under no circumstances will the prospective employee be allowed to start employment until the I-9 form is completed.
Risk of Non-Compliance
Failure to properly complete, retain, and/or make available for inspection I-9 forms as required by law, may result in civil monetary or criminal penalties. If the university receives a fine or penalty because of I-9 non-compliance, the cost of such fine will be charged to the department and/or school responsible for not completing the I-9 accurately or within the federal time limits. The U. S. Citizenship and Immigration Services (USCIS) I-9 Central web site provides additional resources such as the Handbook for Employers with full detailed explanations of the federal laws and I-9 compliance.